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Job Category: Administrative Support

Legal Secretary

Our law firm client is seeking a full-time LEGAL ASSISTANT to assist attorney & paralegal by preparing immigration applications and supporting documents, as well as performing other clerical support tasks, such as answering phones, filing, scheduling client appointments, drafting letters, and maintaining client records on case management system. Office is small and is looking for a multi-tasking and energetic long-term employee with a "can do" personality.

Position is Monday-Friday 9am-6pm. Business dress code.

Requirements:
– MUST speak English and Spanish fluently. 
– Must have great phone and in-person presence.
– Experience dealing in a "customer service" type office that values client relationships.
– Must have attention to detail, be a quick learner, and be dependable (and on time).
– Enthusiasm, energy, and ability to learn in a very fast paced environment. 
– Must have strong organizational skills and be willing to perform secretarial tasks.

Preferred (but not required):
– Bachelor, Associate degree or a Paralegal Certification. 
– Experience in the field of immigration law including, but not limited to, removal proceedings, family-based residency, and naturalization. 
– Portuguese is a plus. 

 

Case Manager (Paraplanner)

Title:    Case Manager (Paraplanner)
Department(s):    Operations (Corporate)
Reports to:    Customer Success Manager

Job summary:
Our Case Management group is an important part of the Wealth Management new client experience, providing friendly and professional service to both our internal and external customers.  With strong attention to detail and compliance, this group ensures that the customer experience starts off on the right foot; beginning with internal departments all the way through the onboarding of a new client. A Case Paraplanner works under the direction of a Financial Advisor. The CP performs several of the necessary tasks in developing a financial plan for a customer. First, they gather financial reports and records from the client.   Next, the CP reviews and analyzes the client's financial records and starts creating the plan based on different possible financial scenarios as directed by the Financial Advisor. In the process of creating these scenarios, the CP determines how assets should be allocated and ultimately uses this information to the financial plan.

Summary of essential job functions:
•    Support financial advisors in serving clients by preparing for meetings, investment research, making preliminary financial planning reports.
•    Research financial databases and products that match clients' needs.
•    Construct Financial Advisor meeting presentations and client-facing visual aides including charts, graphs, and tables.
•    Process account opening, transfer and investment paperwork for all newly onboarded clients, producing an organized and compliant file.
•    Compose professional client correspondence
•    Management of client case files; client updates, financial advisor updates, troubleshooting and implementation of financial plan.
•    Ensure all data entry into Salesforce is up-to-date and complete on a daily basis.
•    Maintain ongoing relationships with clients, directly and/or through a Financial Advisor.
•    Act as a professional relationship manager between clients and Financial Advisors

Minimum requirements:
•    High School diploma required; Bachelor’s Degree preferred but not required.
•    Industry knowledge preferred; Annuities, Alternative Investments, Securities, Account registration, Trusts, familiarity with compliance rules, etc.
•    Must have strong verbal and written communication skills. 
•    Previous sales or customer service experience in the financial services industry is preferred
•    Accurate keyboarding skills and minimum 35 wpm typing speed.
•    Must be adaptive to changing priorities.
•    Must be self-directed, with ability to plan daily, weekly tasks with minimal supervision.
•    MS Office Products: Excel spreadsheet and MS Word skills highly preferred.
•    Prior experience with online financial platforms and CRM is preferred but not required.
 

Expectations:
•    Ability to effectively understand the customer’s need and generally explain how we can help them.
•    Enthusiasm:  optimistic attitude that believes every contact should be approached professionally and upmost respect.
•    Project management: effectively organizes, prioritizes and manages assigned case and/or tasks.
•    Communication: utilizes effective verbal and written communication.
•    Effectiveness under stress: demonstrates the ability to think and function effectively under conditions of mental pressure.
•    Judgment: draws on core values, knowledge, compliance requirement and professional experience to make wise choices.

We all must perform additional duties that may or may not be outside our specific area of expertise from time to time.  The willingness that we exhibit to work as a team and to meet our challenges will be the key to our success.

We are an Equal Opportunity Employer granting equal employment opportunity to all qualified persons, without regard to race, color, gender, age, disability, religion, sexual orientation, national origin, or veteran status.

Administrative Assistant

Executive Assistant

We are actively seeking an executive assistant to enhances executive's effectiveness by providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
 

Essential Function:

  • Answering phone inquiries, directing calls, and providing basic company information
  • Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents. Photocopying, faxing, collating, etc., as needed.
  • Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
  • Plans/organizes and implements events such as meetings, business luncheons, or client dinners
  • Manages executive schedule and acts as liaison for executive team
  • Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings
  • Handles confidential information; organizes and maintains files
  • Prepares information and research for executive needs
  • May help plan company events, meetings, and employee team building activities or special projects.
  • Trains, manages, and supervises lower-level assistants, clerical staff, and receptionists

Education: Bachelor’s degree in business administration or related field preferred

 

Skills / Experience:

  • Comfortable in a fast-paced environment with multiple tasks and projects at hand
  • Able to organize and manage large amounts of files, tasks, schedules, and information
  • Self-directed and able to work without supervision
  • Energetic and eager to tackle new projects and ideas
  • Comfortable in both a leadership and team-player role, manages team members,

leads assistant meetings, and supervises when needed

  • Answers phone inquiries, directs calls for executive team
  • Able to perform all clerical duties, taking memos, maintaining files and confidential information, organizing documents as needed.
  • Excellent written and verbal communication skills
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
  • Presentation Skills,
  • Able to concentrate on multiple problems/tasks at once
  • Excellent time management and prioritization skills
  • Minimum of 5 years of experience
  • Some travel involve
  • Bilingual a big plus with excellent written and verbal communication skills

Assistant

Our client, a boutique family office and business management firm is looking to hire a bilingual (English and Spanish) client service associate their Boca Raton, FL office.

Responsibilities include many aspects of various clients' business management, such as bill paying, assisting with travel arrangements, coordinating relocation logistics, organizing clients' personal information, and any "spur of the moment" requests that may come up.

Although they maintain traditional office hours, we are seeking an individual with some flexibility to be occasionally available via phone and email after hours and on weekends/holidays.

We are looking for a candidate with dynamic problem solving abilities who can take charge to handle various client requests, which do not always follow a set pattern. Experience in family office or financial services industries is preferred. 

 

Legal Secretary- Bilingual

As per our conversation, Klayman & Toskes needs another support staff person who speaks Spanish as fluently as he/she speaks English.  This person should be an experienced legal secretary with a litigation background.  Obviously, if they have securities litigation experience it would be even better.

This person will assist with processing incoming calls, frequently on the phone; thus, the need for this hire to be Spanish speaking.  Should be savvy enough to handle some paralegal tasks, but not take offense to assisting our only paralegal with document production, organization of trial/mediation folders, etc. 

This position is a permanent, full time position and it is available immediately.  We are not replacing anyone, but simply expanding our support base to handle our case load.

Our law firm client is looking to add a support staff person who speaks Spanish as fluently as he/she speaks English.  This person should be an experienced legal secretary with a litigation background.  Securities litigation experience it would be even better.

This person will assist with processing incoming calls, since Stephanie is frequently on the phone; thus, the need for this hire to be Spanish speaking.  She should be savvy enough to handle some paralegal tasks, but not take offense to assisting our only paralegal with document production, organization of trial/mediation folders, etc.  This position is a permanent, full time position and it is available immediately.  We are not replacing anyone, but simply expanding our support base to handle our case load.